Project Management Support Officer

Under the direct supervision of the Head of Programmes (HoP), the Project Management Support Officer will be directly responsible for providing project management expertise, overseeing the Dispatch and Shuttle Services which includes an integrated provision of vehicle mechanic maintenance. The role includes the management of service delivery, resources, personnel, health and safety, equipment, stakeholder management, quality and performance management and reporting. The Project Management Support Officer will also be the customer service focal point for stakeholders. He/she identifies probable issues that may need attention, support in problem analysis and solution identification as necessary, coordinate resolution as per action-items assigned. The role can often be required to work in complex and challenging environments with limited resources.

Summary of Key Functions   

1. Ensure Administrative, project management and operations support to the project;

2. Support to  general Project activities; 

3. Stakeholder management, coordination and liaison; 

4. Support in facilitation of knowledge building, sharing and management;

5. Be a focal person for safeguarding the Health, safety and social environment in the project.

1. Ensure Administrative, project management and operations support to the project, focusing on achievement of the following result: 

• Develop and maintain movement of personnel tracking in line with UN security guidelines; Develop  or update  SOP for the movement of  personnel; 
• Enforce full driver compliance with UN driving regulations for South Sudan for the effective and efficient safe movement of staff around Juba city; 
• Oversee scheduling of vehicles for repair and maintenance services  in coordination with the Project Assistant; 
• Ensuring work-life balance for personnel, and continuity in service provision while providing staff with adequate rest through efficient management of the scheduling system; 
• Oversee project personnel recruitment, induction training, performance appraisal and contracts issuance when required; 
• Ensure that UNOPS HSSE rules and regulations, UN guidelines and the national traffic guidelines  are taken into account in case of driver involvement in an accident or traffic Offense. 
• Ensure Receipt and Inspection Reports for incoming equipment and supplies are completed;
• Issue and ordering of inventory and supplies required for the operations of the project; 
• Liaise with the Head of Programme to and monitor  required stock to facilitate the work of the drivers and mechanics, including stock of essential supplies such as hand sanitizers, uniforms and establish requirements for replenishment by creating trigger levels; 
• Tracking, maintenance and reporting of assets and non-expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved in coordination with the country office asset team; 
• Prepare and submit Cargo Movement Requests (CMRs) to MOVCON and UNHAS for shipping of equipment, or any supplies as needed. Facilitating warehousing, transportation and loading of cargo; 
• Coordinate equipment maintenance, repair and replacement during the project life cycle; Flight, road and barge shipping – convoy tracking (negotiate with UN agencies such as WFP). 

2. Support to general project activities, focusing on the achievement of the following result: 

• Lead in the procurements related to the project in coordination with the country's procurement team by establishing technical specifications and requirements. 
• Tracking of procurement processes and ensuring timely delivery of goods and services; 
• Oversee the engaging and dispatching of drivers and mechanics in an efficient manner;
• Support in monitoring and evaluation of the project activities; 
• Draft plans, reports, contracts, statements of work, and other related documents as required, to support the project;
• Perform other related duties as instructed by the supervisor. 

3. Stakeholder management, coordination and liaison, focusing on achievement of the following results: 

• Support the coordination and management of communications with UNMISS; 
• Liaise and build relationships with other United Nations (UN) agencies and international non governmental organizations (I/NGOs) for the purposes of facilitating project operations; 
• In consultation with the Project Management Office (PMO) Lead the preparations of project board meetings and any reviews needed for the Project on a routine or ad hoc basis. 

4. Ensures knowledge building and knowledge sharing, focusing on achievement of the following results: 

• Coordinate with UNMISS Transport Division to build the capacity and day to day supervision of all drivers and mechanics and ensure that the staff are knowledgeable and comply with the UNOPS and UN protocols and regulations; 
• Synthesis of lessons learned and best practices in especially with mission;
• Identification of mechanics and personnel training needs and coordinate with UNMISS to organize any required training in consultation with the Head of Programmes; e.g. vehicle management, radio user training, HSSE, and ensure refresher trainings are planned for and conducted; 
• Ensure timely preparation and submission of accurate reports as required by UNOPS and UNMISS; 
• In coordination with the Project Management Office, develop  service improvement matrices, ensuring regular service improvements are effected; 
• Manage project documents including complaints reports, monthly reports and all reports and documents relating to the management of the service; 
• Manage any transitions  and enforce knowledge transfer within the Project;
• Identify the capacity building needs of the drivers/Mechanics and liaising with UNMISS/HOPS to arrange capacity building training.
  

5. Be a focal person for safeguarding the Health, Safety and Social Environment (HSSE) in the project, focusing on achievement of the following results: 

• Ensure timely reporting of  incidents that may occur to UNOPS senior management;
• Ensure that mandatory HSSE inspection's are executed in all project sites
• Ensure timely and accurate monthly HSSE reporting 
• In coordination with the Head of programs, identify HSSE training and capacity building needs
• Ensure compliance with UNMISS and UNOPS' HSSE guidelines in observance of the Goal Zero 

Impact of Results 

The key results of this position will have an impact on the overall efficiency of UNOPS in managing project operations and success in introduction and implementation of operational strategies.  Strategic approach to operations management, effective and efficient project operations support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programs and projects.

• Bachelor’s degree in Business Administration or Logistics or Finance or Project Management or International Relations or related  with 2 years of working experience is required; OR
• High School Diploma/Secondary Certificate with additional 6 years of working experience may be accepted in lieu of the Education requirement above;
• A Masters degree or PhD in Business Administration or Logistics or Finance or Project Management or International Relations or related other relevant fields is an asset.

• Minimum of 2 years of work experience  in the field of Project Management is required. A high school diploma/Secondary Certificate with minimum of 6 years work experience in the field of Project Management maybe accepted in lieu of a Bachelor's degree.
• Experience in managing transportation  and fleet services is an added advantage;
• Experience in humanitarian emergency operating contexts, including humanitarian coordination mechanisms, donors, security, and operations management is an asset;
• Experience and  knowledge of UN rules and procedures in Procurement and/or Finance and/or HR Management and/or administrative rules and regulations will be an advantage
• Experience working in post-conflict or conflict situations is an advantage;
• Skills in Budget Management are a distinct advantage.
• 2 years skills in project management is required.
• Working with or supervising vehicle and equipment maintenance projects is an added advantage.

• Fluency in speaking, writing and reading English is required. 

Contract type: Individual Contractor Agreement 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

• This is a local post. As such, it is only open to South Sudanese nationals or persons with valid residence permits.

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.